| Ontario Works |
Effective Date: March 1, 2022
|
| Topic: Administration
|
Replaces: July 1, 2009 |
| Subject: Manual Cheques
|
Policy No. H.11.2. |
POLICY
Manual Cheques and Real Time Cheques should only be issued where necessary. Manual cheques are issued when a same day cheque is required (i.e. emergency situations for non OW clients). Real Time Cheques are issued when a same day cheque is required (i.e. emergency situations for OW clients).
PROCEDURE
SOCIAL ASSISTANCE COMPUTER SYSTEM (REAL TIME CHEQUE)
1. Case Manager will enter all pertinent information into the Social Assistance Computer System.
2. Case Manager will email the Supervisor to advise that a Real Time Cheque is required and provide the details as to why it is required.
3. Once the Supervisor approves the request, the Case Manager will go into the Social Assistance Computer System and issue the payment.
4. The Case Manager will email the supervisor and copy the Integrated Program Assistants in Espanola to advise that a Real Time Cheque has been requested and advise if the payment is to be picked up or mailed.
5. Once the Supervisor receives the cheque file, they will email it to the Integrated Program Assistants in Espanola to advise that the payment can be printed.
6. The Integrated Program Assistant (mail or hold for the cheque for pick up as per direction from the Case Manager.
IN INSTANCES WHERE THE CLIENT IS NOT KNOWN IN THE SOCIAL ASSISTANCE COMPUTER SYSTEM (MANUAL CHEQUE):
1. Case Manager or Integrated Program Assistant will complete appropriate paperwork (i.e. Our Kids Count, Healthy Communities Fund) and forward it to Ontario Works Supervisor for review.
2. Ontario Works Supervisor will review request. Once approved, the supervisor will indicate that the payment is to be issued by manual cheque. The paperwork will then be forwarded to the Integrated Program Assistant for processing.
3. The Integrated Program Assistant with update the manual cheque log with the information required.
4. The Integrated Program Assistant will then request the cheque via software (Cheque Master).
5. The Integrated Program Assistant will scan a copy of the manual cheque into the electronic filing system If the manual cheque is printed in a satellite office, the satellite office will do the same.
6. The Integrated Program Assistant will mail or hold the cheque for pick up as per direction from the Case Manager.
If for any reason the cheque should not be posted (i.e. a new grant), the Supervisor will clearly write on the printed screen shot – Do Not Post Until this date.
